1 Effective Project Management: Traditional, Agile, Extreme Managing Complexity in the Face of UncertaintyCh07: How to Close a ProjectPresented by(facilitator name)
2 Ch07: How to Close a Project Summary of Chapter 7Steps in closing a projectWriting & maintaining client acceptance proceduresInstalling project deliverablesDocumenting the projectConducting the post-implementation auditWriting the final reportCelebrating successExplain how each of these contributes to the growing importance of project management in the business world.
3 Tools, Templates & Processes Used to Close a Project Ch07: How to Close a ProjectTools, Templates & Processes Used to Close a ProjectAcceptance Test Procedure (ATP)Implementation strategiesDocumenting the projectPost-Implementation auditFinal project reportExplain how each of these contributes to the growing importance of project management in the business world.
4 Ch07: How to Close a Project Why Do I Need Client Acceptance Procedures?Acceptance criteria must be clearly definedCriteria defined during project planningAvoid 11th hour disputes (arguments)
5 Writing and Maintaining Client Acceptance Procedures The process of writing and maintaining client acceptance test procedures:begins during requirements gathering,is documented during project planning,is maintained during project execution, andis applied as the only criteria for moving to the project Closing Phase.
6 Ch07: How to Close a Project Steps to Closing a ProjectGet client acceptance of deliverables.Ensure that all deliverables are installed: occurs in computer systems work.Ensure that all documentation is in place.Get client sign-off on the final report.Conduct a post-implementation audit.Celebrate success.
7 Getting Client Acceptance The client decides when the project is done.It is your job as the project manager to demonstrate that the deliverables (whether products or services) meet client specifications.For small projects, this acceptance can be very informal and ceremonial,Or it can be very formal, involving extensive acceptance testing against the client’s performance specifications.
8 Getting Client Acceptance Ceremonial acceptance is an informal acceptance by the client. It does not have an accompanying sign-off of completion or acceptance. It simply happens.Formal acceptance occurs in projects for which you and the client have written an acceptance test procedure (ATP). A checklist is used and requires a feature-by-feature sign-off based on performance tests.
9 Ch07: How to Close a Project Documenting the ProjectThere are at least five reasons why you need to write documentation:Reference for future changes in deliverables: for the follow-up projects.Historical record for estimating duration and cost on future projects, activities and tasksTraining resource for new project managers: Such items as how the Work Breakdown Structure (WBS) was determinedInput for further training and development of the project team: such as How a similar problem or change request was handled in the pastInput for performance evaluation by the functional managers of the project team members
10 Ch07: How to Close a Project Documenting the Project – The Project NotebookPOSRBS and all revisionsProposal and backup dataOriginal and revised project schedulesMinutes of all project team meetingsCopies of all status reportsDesign documentsCopies of all change noticesCopies of all written communicationsOutstanding issues reportsFinal reportSample deliverables (if appropriate)Client acceptance documentsPost-implementation audit reportNOTE:Start the projectnotebookon the first day
11 Ch07: How to Close a Project Conducting the Post-Implementation AuditThe post-implementation audit is an evaluation of the project’s goals and activity achievement as measured against the project plan, budget, time deadlines, quality of deliverables, specifications, and client satisfaction.The following six important questions should be answered:Was the project goal achieved?Does it do what project team said it would?Does it do what client said it would?Was the project work done on time, within budget, and according to specification?
12 Conducting the Post-Implementation Audit Six important questionsWas the client satisfied with the project results?It is possible that the answers to the first two questions are yes, but the answer to this question is no. How can that happen? Simple: the Conditions of Satisfaction (COS) changed, but no one was aware that they had.Was business value realized?Check success criteria: such as improvement in profit or market shareWhat lessons were learned about your project management methodology?Different parts of the methodology may work well for certain types of projects or in certain situationsHow well did the team follow the methodology?
13 Ch07: How to Close a Project Reasons for not doing a post-implementation auditManagers don’t want to knowManagers don’t want to pay the costIt’s not a high priorityOther projects are waiting to have work done on them, and completed projects don’t rate very high on the priority list.There’s too much other scheduled work to do
14 Ch07: How to Close a Project Final Project ReportExecutive SummaryOverall success and performance of projectOrganization and administration of projectTechniques used to accomplish resultsStrengths and weaknesses of the approachWhat features, practices, and processes proved to be strengths or weaknesses?RecommendationsAppendicesPOSWBSResource ScheduleChange RequestsFinal DeliverablesOther
15 Ch07: How to Close a Project Celebrating SuccessThere must be some recognition for the project team at the end of the project.Don’t pass up an opportunity to show the team your appreciation. This simple act on the part of senior management promotes loyalty, motivation, and commitment in their professional staff.